Open Reports, pick a report from its category, set the date range and locations, then run it. This article maps every report category the module offers, explains the shared controls — presets, compare-to ranges, Excel export, favorites, column preferences — and lists every permission that decides who sees which reports and whether cost and profit columns appear.

Every number your store produces — sales, stock, hours, commissions, taxes — surfaces somewhere in the Reports module. Whether you need this morning's takings or a year of supplier history, the routine is the same: pick a report, set the filters, run it.

This article covers the report browser, the controls nearly every report shares, and the permissions behind them. The rest of this section digs into the individual reports: sales and closeout reports, inventory and purchasing reports and emailed reports and statements.

Find the report you need

1. Open Reports from the main menu.
2. Use the search box at the top — "Search all reports by name, category, or keyword" — to filter the whole catalog. The search matches report names, category names and common synonyms, so typing "z report" or "end of day" finds the Closeout report, and "best sellers" finds Top Selling Items.
3. Or browse the category list. Each category expands to show its reports, each with a one-line description of what it contains.

Three shortcut panes sit above the categories:

• Favorites — reports you have saved with Add to Favorites. You can drag rows to reorder them. Favorited reports also appear on the home dashboard, so your go-to numbers are one click from login.
• Recent — the last 8 reports you viewed. Clicking a recent report runs it with the parameters you last used; the New Parameters button next to it opens the input screen instead so you can change the filters first.
• Popular — the 7 reports run most often in your store. Until your own usage builds up, the pane shows sensible defaults such as the Items Summary, Detailed Sales, Closeout and Detailed Profit and Loss reports.

Favorites, recents and column preferences are stored per employee, so each person's Reports screen reflects their own habits, not their coworkers'.

Run a report

1. Click the report. Its Report Options input screen opens.
2. Set the Date Range and any other filters the report offers (see below).
3. Leave Export to Excel on No to view the report on screen, or set it to Yes to download it as a spreadsheet instead.
4. Click Submit.

On screen, most reports show summary tiles at the top (subtotal, total, tax — plus profit when you have the profit permission), a paginated table below, and a Print button that prints through your browser. Detailed reports let you expand individual rows to see line-level detail. Every report view is also recorded in the audit trail, so there is a record of who looked at what.

Date ranges and comparisons

The Date Range dropdown offers these presets: Today, Yesterday, Last 7 Days, Last 30 Days, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, All Time and Custom Date Range (which reveals From and To date pickers).

Two things shape those presets:

• The Can Change Report Date permission. An employee without it sees only Today — every report they run is locked to the current day, which is the standard way to let cashiers print a closeout without giving them history.
• The week start day setting in Store Config decides where This Week and Last Week begin (Monday by default).

Many summary reports also have a Compare to Date Range checkbox. Tick it and a second range appears with three relative options — Next Period, Previous Period and Same Dates Previous Year — plus all the standard presets. The report then shows both ranges side by side, so "this December vs last December" is one run, not two.

Locations and other filters

On multi-location setups, reports include a Locations selector. You can run a report for one location, several, or all of them; the report header lists which locations the numbers cover. Employees only see locations they are assigned to, and the separate View Inventory Reports at ALL locations permission controls whether inventory reports can cross location lines.

Beyond dates and locations, filters vary by report — category, supplier, manufacturer, employee, customer, payment types, sale type (sales vs. returns) and report-specific checkboxes. The sales and inventory articles list the notable options report by report.

Choose and remember columns

On tabular reports you can show or hide individual columns. Column choices are saved per employee per report, so a manager and a bookkeeper can shape the same report differently without stepping on each other. The next time you run the report, your column layout is already applied.

Export to Excel

Every tabular report has an Export to Excel Yes/No option on its input screen. With Yes, submitting the report downloads a spreadsheet instead of rendering a page. The file format follows the spreadsheet format setting in Store Config: XLSX or CSV. Exports include the raw values (IDs instead of action links) and, on detailed sales and receivings reports, the full line-item detail. Graphical reports are charts and do not export; run the matching summary report instead.

Every report category at a glance

The full catalog, category by category. Reports marked with a condition only appear when that feature is enabled or applies to your store.

Most categories follow the same pattern: a Graphical Report (a chart, typically a pie of totals), a Summary Report (totals grouped by that category's dimension) and a Detailed Report (row-by-row records). Where a category strays from the pattern, the sibling articles explain each report.

A few Store Accounts and Appointments reports appear only in this catalog, so briefly: Activity reports lists every store-account debit and credit in the range with its sale ID, running balance, items and comment, and the Activity Summary Report totals debits and credits per customer. Customer Account Balances lists every customer's balance next to their last payment, last charge and last invoice dates, with a Sort Order choice between the three. Store Account Payment History shows each account payment per customer alongside the sale it paid down, the days since that order, the payment amount, the remaining balance and the last charge. The supplier set repeats Activity and its summary against supplier store accounts, keyed to receivings instead of sales — see store accounts and credit. Under Appointments, Summary Reports counts appointments per day and category, optionally for one employee, and Detailed Reports lists each appointment with its start and end date, person, employee, category and notes — see appointments.

Build your own with the Custom Report

When no built-in report matches the question, open Reports → Custom Report → Detailed Search Report. It is a sales query builder:

1. Choose the Date Range.
2. Pick a match type: Match all rules (AND condition) or Match any rule (OR condition).
3. Click Add Condition and build rules from these fields: Customer Name, Item Serial number, Employee Name, Item Category, Supplier Name, Sale Type (Sale or Return), Sale Amount, Item Kit Name, Item Name/UPC/Product ID, Item Name (keyword), Sale ID, Payment Type and Sale Item Description.
4. Each field offers matching operators — is, is not, is IN, is not IN for lookups; Greater Than (>), Less Than (<), Equal To (=) for amounts; Contains / Not Contains for text fields. Lookup fields autocomplete as you type.
5. Optionally tick Show Only Matched Items In Sale so matched sales list only the lines that met your rules rather than the whole ticket.
6. Set Export to Excel if you want a file, then click Submit.

The result behaves like a detailed sales report: a count of results found, expandable rows, totals, and per-sale actions (receipt, edit, clone, return).

The same report is one click from the register: the sales screen's ... (3-dot) menu has a Search Sales entry (as labeled in the app) that opens this Detailed Search Report directly. It obeys the same Custom Report permission, so employees without it see neither the category nor the menu entry.

Store Config settings that change report output

A few settings in Store Config quietly change what reports show:

• Hide Store Account Payments In Reports — excludes store-account payment rows from payment totals, so charging to account and later paying it off is not counted as revenue twice.
• Hide item description in reports — hides the description column on screen; Excel exports still include it.
• Hide suspended receivings in reports — leaves suspended receivings out of receiving reports until they are completed.
• Spreadsheet format — XLSX or CSV for every report export.
• Week start day — anchors the This Week / Last Week presets.

Control who sees what

Report access is permission-based, set per employee or per role in permissions and templates. Within the Reports module:

• Per-category view permissions — every category in the table above is gated by its own Reports permission named after the category, checked box by box in the employee's Reports permission group: Sales, Categories, Manufacturers, Tags, Price Rules, Registers, Register Logs, Payments, Items, Item Kits, Profit and Loss, Employees, Deleted Sales, Closeout, Inventory Reports, Customers, Commission, Suppliers, Receivings, Store Accounts, Supplier Store Accounts, Suspended Sales, Expenses, Giftcards, Taxes, Tiers, Discounts, Deliveries, Invoices, Appointments, Time clock and Audit Trail — plus Custom Report, which gates the Detailed Search Report (and its register shortcut). An employee only sees categories they are granted; empty categories disappear entirely. Note that the Work Orders report is governed by the Suspended Sales report permission.
• Show profit in all reports — gates profit and margin columns everywhere they appear.
• Show cost price in all reports — gates cost columns; without it, a clerk can run sales reports all day without seeing what an item cost you.
• Can Change Report Date — without it, every report is locked to Today.
• View Dashboard Statistics — gates the numbers on the home screen.
• View all employee commissions — without it, an employee running commission reports sees only their own commissions.
• View Inventory Reports at ALL locations — allows inventory reports across every location, not just assigned ones.
• Edit Register Log and Delete Register Log — allow correcting or removing register log entries from the register log report.
• The View/Edit Card Transactions permission (in the Sales module) gates the card transaction history and batch reports under Closeout.

Common questions

Why does an employee only see "Today" in the date range dropdown? They do not have the Can Change Report Date permission in the Reports module. Grant it in permissions and templates and all presets plus Custom Date Range appear.

Why are profit and cost columns missing from my reports? The signed-in employee lacks the Show profit in all reports and/or Show cost price in all reports permissions. These are separate from the per-category view permissions, so someone can run a report without seeing its margins.

Why don't I see the Store Accounts, Tips, Time Clock or Register Logs categories at all? Those categories only appear when the underlying feature is on: store accounts in Store Config, tips enabled, the time clock enabled, and at least one payment type tracked in the register. Check store configuration basics and registers and cash management.

How do I export a report to Excel? On the report's input screen set Export to Excel to Yes and click Submit. The download is XLSX or CSV depending on the spreadsheet format in Store Config. There is no PDF export; use the Print button and your browser's print-to-PDF instead.

Can I save a report so I don't have to set it up every time? Yes — run the report, then click Add to Favorites and give it a name. It appears in the Favorites pane of the Reports screen and on your dashboard, and reruns with the saved parameters. Remove from Favorites deletes it. Favorites are per employee.

Does the same report always show the same columns for everyone? No. Column show/hide choices are saved per employee per report, and permission-gated columns (profit, cost) appear only for employees with those permissions.

Is there a record of who ran which reports? Yes. Every report view is logged to the audit trail with the report name and the parameters used, and the Audit Trail category has its own report for reviewing that history.